SETF Overview and Roberts Rules Training — original pdf

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Special Events Task Force Task Force Overview and Robert's Rules Training October 20, 2021 Brydan Summers 1 SETF Purpose “The City Council creates a task force to assess the efficacy of this ordinance, the associated rules, and ACE processes.” -Special Events Ordinance, Part 10 “The City Council reauthorizes the Special Events Task Force” -September 2, 2021 • Interim report due no later than December 31, 2021 • Final Report and recommended changes no later than October 31, 2022 • SETF expires on November 1, 2022 2 SETF Composition • 11 members appointed by Mayor and Council • City staff serve as non-voting, ex-officio members • 6 members are needed to be physically present to provide a quorum • The Task Force shall comply with Texas Government Code 551 (Open Meetings Act) • “A board member automatically vacates the member’s position if the member is absent for three consecutive regular meetings or one-third of all regular meetings in a rolling 12-month timeframe.” -Code of Ordinances, Section 2-1-26 3 Open Meetings Act Requirements • Agenda must be posted 72 hours in advance of the meeting agenda • Discussion should be limited to only items on the • The meeting minutes will be recorded by City staff • Task Force members will approve the previous meeting’s minutes by a vote • All meeting documents and vote totals will be made public 4 What is Robert’s Rules? • A tool for representative bodies • Promotes efficient and predictable meetings item at a time • Provides a procedure for taking up one • Ensures rule of the majority while protecting rights of the minority The City of Austin recognizes Robert’s Rules as the adopted method of parliamentary procedure for Boards and Commissions. 5 Decorum The objective of members is to conduct the City’s business In our case, to improve the Special Events Ordinance • Member Expectations • Seek recognition from the chair to speak or make motions timeframe clarification • Keep discussion germane to agenda items within the set • Silence is consent – Share your thoughts and seek Co-Chair Expectations • Recognize members, in order, to speak • Facilitate fair debate • Call for votes Ex Officio Member Expectations • Do not have voting rights • Serve as subject matter experts 6 Main Motions A motion is a proposal on which membership can take an action or stance on an issue. Six Steps to Handle a Motion Members can: • State Motions • Debate Motions • Amend Motions • Vote on Motions • State the Motion • Second the Motion • Chair Recognizes the Motion and Second • Discussion on the Motion • Chair calls for a vote (Calls the Question) • Chair states the result of the vote 7 Subsidiary Motions Motions that change or affect how a main motion is handled • Move to postpone • Indefinitely or to a specific date • Amend a motion • Limit Debate • Call for the question • Lay on the table 8 Amendments Must specify exactly what the amendment is • Cannot change the entire meaning of the motion The chair will call for a vote on the amendment • Original motion is re-stated and voted on as amended A substitute motion can be made to change the meaning of a motion • The chair will ask for a vote on the substitute motion • • If the motion fails, we go back to the main motion If it passes, no vote is taken on the main motion 9 Voting The Chair will ask: • Those in favor say “aye” • Those opposed say “nay” The chair will state the vote total and outcome Order or Precedence • Main motions must be disposed before moving on • Subsidiary motions must be resolved before returning to main motions 10 Tips • Privileged motions – Urgent or special matters not about business • Motion to recess • “Raise a question of privilege” – “Please speak up” • Votes are not necessary if there are no objections • Can be useful for moving through uncontroversial items • Members are generally limited to speaking twice on the same motion 11 Let’s Practice Can we get a motion to end this training? 12